OSHA v. System100 - The 100% System of Cleanliness Pays Off Again!

     I finally rushed from my office late morning, October 31.  I was half way home, and looking forward to helping my wife prepare for my son Paul's birthday party, when I received the call on my mobile.  It was the office of my printing company informing me that an OSHA* inspector had arrived and I had 30 minutes to also be there, or they would start the inspection without me.  "You're joking!" I responded to Jennifer, my Production Administrator.  She assured me it was no joke!  Jennifer was right in the middle of improving some of our Health and Safety systems...we had even discussed getting ready for an OSHA inspection.  "Wouldn't you know OSHA would show up on Halloween!?" I grumbled, as I called my wife Susan to tell her I would be late.  Reluctantly, I hurried back to the office.

     On the way, I remembered a recent conversation with a friend who also owns a printing company.  He had just had a surprise inspection by OSHA and had called to warn me it might happen to us anytime.  He likened the experience to the Nazi Gestapo entering his building...flashing badges, interrogating his staff, and striking fear in his own heart that they might fine him heavily or even shut his business down.

     I had taken my friends prompting to heart and made some serious checks of our systems then.  The drive back allowed me to do a mental inventory of the things I was sure would pass inspection at Beyer Printing, but I dreaded what might turn out to be some lengthy inquest about things even our systems had missed. Fortunately, my wife and I had just seen a great film called "Facing The Giants," and I was encouraged that my company had been prepared well enough that maybe even the "Gestapo" could not fault us now.

     I began to relax and regain my confidence.  I was thankful we had already made many improvements in Safety and Health issues.  Due to our 100% System of Cleanliness, we had everything organized, labeled, and in its place.  Our employees had submitted countless suggestions for improvements over the years, due to our TQM Continual Improvement System.  We had an organized "Right to Know" Station set up with all of our MSDS documents and posters, along with our Tagout Lockout System.  Safety equipment (disposable ear plugs, back braces, etc.) was all in its designated places.  Chemicals were stored in clean, labeled, heavy steel storage bins.  This had already been in our system...and we continually improve that system, I reminded myself.

     Jennifer had just scheduled a training session with a local fire extinguisher company to give our staff training on how to use fire extinguishers.  It occurred to me I had never actually had to pull the pin and fire one.  Good chance to learn!  We had also schedule training for the forklift...all of this, prior to OSHA's visit.

     Arriving at the office finally, I found Jennifer already in conversation with the inspector in our conference room.  The atmosphere was pleasant enough, and they were getting along nicely.  I was proud of how she handled herself, confident also that we were already on top of things with our systems.  Of course, we didn't know exactly what would happen, but our systems allow us to be always pro-active.

     The OSHA inspector interviewed me first.  He had his own checklist of questions, which we were able to answer without concern.  One question..."Do your employees have access to necessary documents?"...prompted a resounding (and relieved) "YES!" from me.  "We have a browser-based software system called System100 that gives our employees access to all documents and information needed to do a good job," I assured him, "along with information for their health and safety that OSHA requires."  It's System100 that empowers our employees, enabling us to maintain and improve the company and each of our staff's work stations." 

     After touring and inspecting our plant, he described our housekeeping as "impeccable," and said that would go a long way in his report.  I was able to appreciate the OSHA inspector's visit after all!  Before he left, he thanked me and said, "Do you know how many companies I visit, and I don't even know where to start, because there is so much clutter and chaos?  It's nice to visit a company that really seems to GET IT!"

Did I mention...GREAT SYSTEMS WORK!?          

By Philip Beyer

*OSHEA (Occupational Safety & Health Administration)

THE ANTI-SYSTEM SOLUTION

     Not long ago I was walking with a seasoned salesman at the largest manufacturer of printing presses in the world. He related how after years of visiting thousands of printing companies he was amazed that anything ever got through the printing process correctly. He and I agreed, a lack of good business systems is like flying high without a net. Yet so many companies remain chaotic, and even consider chaos in business "normal."

     My own company was one of those. But at the end of my fifth year, I realized I no longer owned the business...it owned ME! I now call the operation of that kind of company the Anti-System Solution. The mindset of the Anti-System Solution is:  1) Systems are for very large organizations only, or not necessary at all; 2) You just need good people and not good systems; 3) More people bringing in more money is the answer to your problems.

     Just imagine if one of those Anti-System Solution companies was to be totally TRUTHFUL with its workers they might send out a series of Memos From Management that read like the following:

MEMO:  Due to lost customers, a powerful marketing campaign will be launched to bring in more business.

MEMO:  Due to more chaos, from all the new customers, more meetings will be needed to deal with employee frustrations, production and service problems.

MEMO:  Due to production and service problems, new managers are being hired to handle the chaos.

MEMO:  Due to a lack of profits from soaring marketing costs and upper management costs, we need to reduce budgets in the following areas: employee salaries, service maintenance, and new equipment acquisitions.

MEMO:  Due to a lack of skilled employees from budget cuts, our managers will be expected to fill in the gaps.

MEMO:  Due to budget cuts for maintenance and new equipment, we now have more equipment breakdowns, which have created employee frustration, which is creating employee turnover, which is creating missed deadlines, which is also resulting in lost customers.

MEMO:  Due to lost customers, and red ink, a powerful marketing campaign will be launched to bring in more business. Also a new and improved consultant is being brought in to figure out what our problem is. P.S. Our new consultant has asked us not to call what we are experiencing "problems"...but "opportunities."

Maybe you know of a company experiencing those kinds of "opportunities!?"

WHAT SOME ARE SAYING

Smiling and laughing outloud!  "I am in the process of reading your book System Buster and would like more information regarding your System100 software.  The book is wonderful.  I find myself smiling and laughing outloud.  I particularly appreciate your Christian business principles.  Thank you!"   ...D.G., Rapids MI

Rethinking how to manage our small shop!  "I have just finished your book and would like some more information on the System100 software you talked about.  Your book has been a great help to me in rethinking how to manage our small shop.  Thank you for sharing this.  I believe this information will transform our operation."  ...B.B., Marietta GA

TIP OF THE MONTH...

     EMAILS can cause stress in any size business!  I personally had 100 or more waiting for action or response at any one time...until a friend shared her system of handling them.  This simplified things for me:  1) Take 10-15 minutes to preview all emails.  2) Discard "junk" or duplicate information first.  3) File emails you want to keep for future reference in special archive email folders.  4) Now make a hard copy of any emails that require response or call for action.  File these, in order of priority, in a manilla PROJECT FOLDER.  As you handle each hard copy, you are able to make notations right on the email including dates of any calls, and when a project or action was completed.